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Records Management in Ireland

Records Management in Ireland. Current Situation, Policy and Issues Presentation by Martin Bradley. Records Management: How it used to be…. The need to find Information. Freedom of Information Act Data Protection Act Tribunals, Court Cases, Legal Discovery Parliamentary Questions

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Records Management in Ireland

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  1. Records Managementin Ireland Current Situation, Policy and Issues Presentation by Martin Bradley

  2. Records Management: How it used to be…

  3. The need to find Information • Freedom of Information Act • Data Protection Act • Tribunals, Court Cases, Legal Discovery • Parliamentary Questions • Efficient Internal administration • Decentralisation

  4. Records Management Statistics • Offices worldwide used 43% more paper in 2002 than they did in 1999 • The average organisation makes 19 copies of each document, loses 1 out of every 20 documents and office workers can each spend 400 hours per year looking for lost files. • Between 1% & 5% of all documents are misfiled • When e-mail is introduced into an office, the percentage of printed documents increases by 40 per cent.

  5. What is a Record? • Information created, received and maintained as evidence and information by an organisation or person, in pursuance of legal obligations or in the transaction of business – ISO 15489 • Format and Medium not primary issue: Identify what are Records and include them in Records Management Policy

  6. Records Management Policy • Assigns responsibility • Covers all records • Identifies Records at creation and follows their life-cycle • Sets out Retention Periods • Ensures Security and Business Continuity • Enables legal destruction of listed records

  7. Creating a Records Management Policy • Survey and List all Records • Create File Series Taxonomy • Decide on Retention Periods • Assign Responsibility • Index and reference records – create metadata • Electronic Records mirror Hard Copy • Accreditation and Audit

  8. Standards • ISO 15489 – Records Management Standard • BIP 0008 – Admissibility of E-Records • BSI PD 5000 – Admissibility of Emails • Basel II – Financial Institutions • ANSI/ARMA 5-2003 – Vital Records Protection

  9. Benefits • Legal compliance • Administrative efficiency • FOI – Charge for Administrative Costs • Public Perception - ISO Accreditation • Cost savings – manpower and storage • Business continuity through Vital Records

  10. Further Reading • Archives Ireland: www.archives.ie • NSAI: www.nsai.ie • BSI: www.bsi-global.com • ISO: www.iso.org • ARMA: www.arma.org

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